Records Management & Retention

Records retention is a vital component of today’s business practices and a necessary element for reducing corporate risk. Each document – whether it begins as printed paper or is generated electronically – moves through a variety of phases before the statute of repose expires and that document can be destroyed. From initial creation and distribution to secure storage and easy retrieval, you need a solid strategy to retain and manage your document archive.

Data Builder’s Electronic Paper Control System (e-PCS) helps you establish a document retention policy that increases efficiency, minimizes costs, and reduces your risk throughout the document life cycle. Our easy-to-use centralized electronic data repository, with lightening fast search and retrieval features, protects your valuable data and puts document control at your fingertips. And, when your enterprise or project documents reach the end of their life cycle, e-PCS makes it easy to electronically “shred” and delete outdated content. This allows you to lower discovery and storage costs, while still adhering to retention policies and regulations.

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Key Features:

Versioning and History Audits
e-PCS tracks and saves all revisions and changes that occur during the life cycle of a document. Version tracking provides you with instant access to what has been changed and who made the changes, and gives you quick access to prior versions if needed.

History audits are maintained for all actions performed on documents in e-PCS. This gives you complete visibility into who is creating, editing, and viewing documents within your organization or project.

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Flexible Security Administration
e-PCS supports multiple levels of document access and distribution security defined at the user, folder, or document level. This allows you to establish the security policies your organization needs to control access to documents and the actions that can be performed.

Create and manage simple or complex security policies using a browser-based collaborative workspace. Centralize or decentralize security policies and user properties as needed to achieve the ideal level of document control.

Retention Management
e-PCS includes a built-in retention management process for all documents in the system. Define your retention policy by folder or document type and let e-PCS manage the rest.

The robust features within e-PCS support multi-stage retention schedules, workflow approvals, and electronic shredding. Additional retention management capabilities include:

• Document actions controlled by retention status
• Support for unlimited retention duration
• Workflow approval for final destruction
• Litigation holds that over-ride retention policies

Contact Us to learn more.